As a member of CALM’s executive team, the Director of Finance and Administration assumes a strategic role in the overall management of the agency, including agency fiscal operations, facilities management, and information technology systems. Reporting directly to the CEO, the position will have primary responsibility for planning, implementing, managing and controlling all financial-related activities of the agency. Responsibilities include the preparation of timely and accurate financial reports on a monthly, quarterly and annual basis, will provide leadership with regard to financial management, and will mentor and coach Directors and Managers regarding fiscal management issues and processes. The Director will work closely with the executive team on all strategic and tactical matters as they relate to budget management, cost benefit analysis, forecasting needs, and the securing of new revenue sources and thrive in an autonomous and deadline-oriented workplace while managing a current staff of two. In addition, the Director will also oversee the organization’s information and technology systems and all aspects of facilities management, including managing contractors related to these functions.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Responsible for the oversight of day-to-day finance and accounting operations, including general ledger, accounts receivable and payable, fixed assets, purchasing and inventory control, cash management, and payroll.
- Manage financial accounting systems, including cash, contracts and grants management.
- Oversee cash flow planning and ensure availability of funds as needed. Prepare cash flow projections based on existing balances (cash, receivables, lines of credit, accounts payable, commitments, budget items and operations plans).
- Manage internal and external reporting requirements, operating and capital budgets, and asset management and investments.
- Develop and implement all policies and procedures related to accounting, internal controls, cash management and related functions, in accordance with all current relevant regulatory requirements that affect funding and operations, ensuring that fiscal management is in compliance with accounting standards and government funding regulations.
- Develop short, medium, and long-range financial plans and projections for presentation to the CEO, Senior Management Team, Board Finance Committee and the Board of Trustees.
- Manage the timely planning, development, implementation and monitoring of all agency budgets. Oversee financial forecasting and cash flow for administration and programs.
- Prepare budgets and financial information needed for government funding contracts and private foundation applications with assistance from other staff as needed; ensure grantor/government expenditure and reporting requirements are met on a timely basis.
- Prepare financial reports as required by grantors, government agencies, and for internal use. Maintain strong and consistent communication with all parties.
- Prepare accurate and timely financial reports monthly, quarterly, and annually in accordance with U.S. Generally Accepted Accounting Principles (GAAP) for use by the Board of Trustees and their committees, the CEO, and senior management staff.
- Review on a monthly basis: general ledger, bank reconciliations, restricted and unrestricted assets and investments; and provide and interpret additional financial information as requested.
- Oversee all banking activities including reconciliation of bank statements and managing agency cash position.
- Represent the agency to financial partners, including financial institutions, auditors, public officials, foundation executives, etc. Serve as primary liaison with financial institutions.
- Ensure the preparation of agency payroll, as well as payroll review and approval.
- Arrange for and ensure accurate completion of the independent annual audit, non-profit tax returns and other periodic audits, and ensure that the agency fiscal policy and internal control procedures are implemented and functioning properly.
- Maintain accurate records of the Endowment Fund, work closely with Investment Managers and Investment Committee, and recommend to the Finance Committee of the Board the endowment draw amount to be released each fiscal year.
- Track and report on fundraising campaign pledges and pledge payments; allocate campaign funds in compliance with agency policy.
- Serve as staff liaison to the Finance, Investment, Audit, and Facilities Committees of the Board of Trustees. Serves as member of the Executive and Leadership Teams of CALM’s staff management.
- Ensure the preparation of all quarterly payroll tax reports and the maintenance of all fixed asset and depreciation schedules.
- Review and manage, and establish as needed, new internal systems and controls, operations, processes and financial procedures to ensure the integrity of financial information and reporting.
- Supervise Finance staff members, who oversee accounting, payroll, and administration functions.
- Serve as primary point of contact for property management contractors and information technology consulting contractors.
- Ensure legal and regulatory compliance regarding all financial functions.
- Remain up-to-date on nonprofit and audit best practices, and state and federal laws regarding nonprofit operations.
- Complete other duties, as assigned by the CEO.
Directly supervises the Finance Manager and the Finance and HR Supervisor. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Able to analyze financial data and develop strategic vision and direction.
- Knowledge of and experience with non-profit accounting, in accordance with GAAP
- Strong skills in financial planning/forecasting, business and financial modeling and an understanding of business drivers and metrics. Ability to translate knowledge into workable systems, processes and practices to enable CALM to function most effectively.
- Experience conducting month-end and year-end close, cost allocation, revenue recognition, budget creation and management, cash management and management of restricted grants.
- Excellent verbal/written communication, analytical, and problem solving skills.
- Able to read, analyze and interpret complex documents.
- Able to respond effectively to sensitive inquiries or complaints.
- Able to work in busy environment, under pressure, without compromising accuracy, attention to detail or courtesy to staff and others.
- Able to prioritize competing responsibilities, with effective time management skills.
- Able to demonstrate mature judgment, initiative and critical thinking.
- Leadership strength, strong interpersonal skills, and ability to take decisive action.
- A team player; fully contributing and collaborative member of the executive leadership team.
- Able to lead, mentor and empower staff effectively, while fostering an environment of financial literacy throughout the agency; able to organize large amounts of information in a fashion that all levels of staff can understand.
- Flexibility, organization and can-do attitude
- Must have respect for confidentiality; ability to work with discretion and integrity.
- Strong computer proficiency, including Microsoft Excel, Word, PowerPoint, Outlook, QuickBooks and other financial record keeping software and HRIS systems.
- Experience in overseeing IT Management and Facilities Management in a business environment.
- Must have valid CA drivers’ license, clean DMV, reliable transportation, and criminal record clearance from DOJ. Ability to travel throughout Santa Barbara County.
- Finance Management – uses financial and other quantitative information to provide strategic agency management; interprets and analyzes implications of key financial indicators; understands overall financial performance of the organization; monitors overall financial status of operations to make strategic decisions; responds to inquiries using appropriate formats for presenting budget/finance information consistently and accurately.
- Communication skills – Speaks and writes clearly and informatively; listens to others; works to resolve conflicts and maintains confidentiality; able to effectively present information and respond to questions from staff, participants, partner agencies and the community.
- Professionalism – Approaches others with tact; reacts well under pressure; treats others with respect and consideration; keeps commitments and accepts responsibility for own actions; works with integrity and upholds CALM values.
- Initiative – Self-starter; requires minimal supervision; undertakes self-development activities; seeks increased responsibilities; is a solution seeker; takes independent actions; looks for and takes advantage of opportunities; asks for and offers help when needed.
- Customer Service – Manages difficult situations; responds promptly to others’ needs; solicits feedback; promptly responds to requests for service and assistance.
- Dependability – Can be relied on to meet schedules and deadlines; responds to management direction; must be punctual, takes responsibility for own actions; keeps commitments; displays a strong personal commitment to completing projects.
- Planning & Organizing – Prioritizes and plans work activities; manages competing priorities; uses time efficiently; sets goals and objectives; develops realistic action plans and takes responsibility for implementing them.
- Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
EDUCATION and/or EXPERIENCE: BA in Finance, Business Administration or related field; CPA or Master’s Degree preferred. Minimum of 5-7 years successful finance management experience in positions with increasing responsibility in an agency with a budget of $5M or more. Previous experience working in the nonprofit/philanthropic sector and with a non-profit Board of Directors is highly desirable. Experience in the behavioral health or healthcare industry and familiarity with government funding sources/reimbursement preferred.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to:
- Stand, walk; sit; reach with hands and arms; balance, stoop, kneel, crouch or crawl.
- Drive from one location to another
- Lift and /or move up to 25 lbs.
HOURS of EMPLOYMENT:
This is a full time, exempt position and not eligible for over time. A 40 hour work week schedule will be established on consultation with the supervisor, evening and weekend hours may apply. The normal work week is Monday – Friday. Normal hours of work will be established between the hours of 8:00am and 6:00pm.
COMPENSATION AND BENEFITS:
Salary is DOE. Benefits include medical, dental, vision, life insurance, paid holidays, sick and vacation, and a 403(b) plan.
While performing the duties of this job, the employee is not exposed to weather conditions. The noise level in the work environment is usually moderate.
CALM RESERVES THE RIGHT TO CHANGE THE DUTIES OF THIS POSITION AT ANY TIME.
CALM provides equal opportunity for all qualified applicants and does not discriminate on the basis of race, color, national origin, religion, sex, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sexual orientation, gender, gender identity, general expression, age, veteran status, or any other protected classification.
Qualified applicants please submit cover letter and resume to email@example.com.
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Equal Employment Opportunity
CALM is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available persons in every job. CALM policy prohibits unlawful discrimination based on race, color, creed, gender (including pregnancy, childbirth, and related medical conditions), religion, marital status, age, national origin or ancestry, physical or mental disability (including pregnancy, childbirth, and related medical conditions), legally-protected medical condition (cancer-related), sexual orientation, or any other consideration made unlawful by federal, state or local laws. All such discrimination is unlawful.CALM is committed to complying with all applicable laws providing equal employment opportunities. This commitment applies to all persons involved in the operations of CALM and prohibits unlawful discrimination by any employee of CALM, including supervisors and co-workers.To comply with applicable laws ensuring equal employment opportunities to qualified individuals with a disability, CALM will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee unless undue hardship would result.Any applicant or employee who requires an accommodation in order to perform the essential functions of the job should discuss their needs with their supervisor and request such an accommodation. The individual with the disability should specify what accommodation he or she needs to perform the job. CALM then will conduct an investigation to identify the barriers that make it difficult for the applicant or employee to have an equal opportunity to perform his or her job. CALM will identify possible accommodations, if any, that will help eliminate the limitation. If CALM determines that an accommodation is reasonable and will not impose an undue hardship, CALM will make an accommodation.If you believe you have been subjected to any form of unlawful discrimination, provide a written complaint to your supervisor or the Chief Executive Officer. Your complaint should be specific and should include the names of the individuals involved and the names of any witnesses. CALM will promptly undertake a thorough and objective investigation and attempt to resolve the situation. If CALM determines that unlawful discrimination has occurred, effective remedial action will be taken commensurate with the severity of the offense. Appropriate action also will be taken to deter any future discrimination.CALM will not retaliate against you for filing a complaint, participating in an investigation, or supporting a complaint of unlawful discrimination, and will not knowingly permit such retaliation by management employees or your co-workers. If you believe you have been subjected to such retaliation, report it immediately to your supervisor or the Chief Executive Officer.